KLTV
BOARD MEETING MINUTES
August 18, 2008

President Mark McCrady called the meeting to order at 5:30 pm. He then asked Secretary Arleen Hubble to call roll.

Board Members Present: Post 1 – absent, Post 2 - Mike Kayser, Post 3 - Brian Magnuson, Post 4 – absent, Post 5 – Mark McCrady, Post 6 - Arleen Hubble, Post 7- Don MacDonald, Post 8 - Hal Phillips, Post 9 – James Johnston.

Post 1 George Ford’s absence was excused. Position 4 Joe Daggy was absent as well.

Members present: Frank Huckstep, LeRoy Gerdlund, Allan Rudberg, Ben Purvis, Bob Metke, and Bruce Norris. Staff includes: Barry Verrill, Linda Manning, and Gary Hill. Guests present: Judy Jones of the City of Longview.

Mark asked if there were any changes or additions to the agenda. None were noted.

Mark asked if everyone had an opportunity to read the minutes of July 21st, if so he would entertain a motion to approve the minutes. The motion to accept the minutes of July 21st 2008 was made by Mike Kayser and Seconded by Hal Phillips. Hal and Arleen also commented they did not receive the e-mail with the minutes. There were no corrections or discussion. The motion passed.

Brian Magnuson presented the Treasurer’s Report. Brian introduced the financial position as of July 31, 2008. We are on budget, with nothing out of the ordinary.

Brian stated Gary has provided a revised operating budget for 2008. Along with that Gary was asked to generate a Comparative Budget Chart of  Jan-Aug 2007 and Jan-Aug 2008. Gary was instructed to only provide those comparison figures on a quarterly basis. Mark stated the budget does not reflect the rent reductions offered to Joan Bressler of Lite Weights. It does however reflect the building mortgage increase from $1,750 to $2,173. Brian said he and Barry would soon transfer funds from Riverview Bank to another institution to in compliance with the Board Directive to limit $100,000 in any one bank or account.

Mark introduced Barry to discuss the building update. Barry commented Interstate would repair a window pane at LiteWeights. Interstate will also repair minor problems at no cost to us. Barry said we received a reasonable quote for windowsills from David Swanson. Barry said Mark suggested Jim Pham do the painting. He provided us with a more than reasonable quote. Barry announced we also need the logo on the front of the building, window shades on the front offices. Barry mentioned  the air conditioning went out in the building last week and needed some attention.

Mark acknowledged Gary’s work on the revised budget and stated it would be nice to review it quarterly. Brian saw a decrease in income. Then Mark, Gary, Barry reverberated on the $255,000 withdrawal from the investment account. Mark asked about the Merrill Lynch account of $208. Brian realized we couldn’t release it because of Adelphia’s action in bankruptcy court. Barry suggested transferring it to petty cash. Mark said he would rather have refreshments.

Mark introduced Linda Manning and her Operations Report. Graduations 2008 was an improvement from last year’s graduation, Linda stated.

She acknowledged transmission difficulties the 1st day of the fair so we were unable to go live. The last three days were broadcasted live using a plan C. Linda told the board we had a very good turnout of approximately 20 volunteers with over 300 hours. Staff had very little overtime by the end of the week. Gary received a grant from Wal-Mart for snacks, pop and water for the volunteers.

Concerts at the Lake, Linda stated will end Thursday August 21st. Saturday is the Unique Tin Car Show and KLOG car cruise at city hall from 6-9 p.m. Linda stated we will be able to rest for a week. Then it’s preparation for the Hilander Festival. Linda said there was a VT3 malfunction with the Government Production System, so she asked Kris Gurrad to help her fix it. Linda’s last comment was on having 5 people attend video production classes since the last board meeting.

Hal asked why we didn’t record the concerts at R.A. Long Park?   The main reason discussed was we simply were not asked. Arleen commented the whole organization of the concert was poorly done.

Barry started his Director’s Report about the two-day Facil training for staff. The IT manager, John, from TCTV in Olympia shared his knowledge with the program. Barry was impressed with the questions staff  ascertained. Mark commented on the audit accuracy we will obtain from the Facil program.

Maureen from MGS consulting will be here next Monday, Barry stated. She will interview board members for 30 minutes and staff for 15 minutes.

Barry is ecstatic that the copier lease ends in October. Salesman Brian Erickson brought up 3 options without a collator or stapler. Mark wants the new copier to network with all the computers in the building at a price of $3,000.

Barry stated he needed approval to spend some of the $7,000 to improve the back wall between Vandercook and the alley. The estimate was for less than $2500. Mark asked for a motion and approval to release funds to improve the remainder of the building. The motion was made, seconded, and passed. .

Barry was pleased to announce we now accept Visa, MasterCard, and Discover cards for payments of DVD sales. Barry also anticipates being able to use the credit card device for membership renewals as well. The Facil class showed us how to process payments and provide receipts for any monetary transaction.

Barry told the board the C-SEP employees have or will end their employment at the end of August. He stated Frank has covered the front desk on the weekends and we need to replace him. Mark gave that responsibility back to Barry, as a management decision.

Barry and Hal have been busy revising the Policy & Procedure Manual. Mark asked Hal to make sure George & Joe received a copy and they would discuss the revision at the next board meeting. Mark also asked the board if they have any issues, with the revision bring them to the next meeting, otherwise be prepared to pass it at the next meeting.

Barry informed the Board that we must deal with some truck repairs. The power steering is going out and the estimate is roughly $2,000. The main concern is finding the parts for this 22 year old foreign vehicle.

Barry reminded everyone Maureen has a tight schedule on August 25th so everybody has to be on time. Mark said the 4 o’clock position is open because Hal is taking Maureen to lunch. Don agreed to take the 4 o’clock slot. Mark stated that finished the new business.

Don brought up the insurance issue of driving the truck without power steering if in an accident. Mark stated let the record show the minute the board found out about it the vehicle will be repaired. Bruce wants to know if it is a leak or what? Barry commented he doesn’t know yet.
Linda said it is a seal and suggested a professional fix it.

Mark wants the board to review the draft of policies & procedures. When it is updated then we’ll deliver a final copy to the membership. Allan Rudberg asked for a copy to preview before the next meeting. Mark explained the Bylaws are a collaboration between the members and the board. However the Policies and Procedures are a board function alone. Mark agreed to present the latest draft to Allen as long as it is water marked as a draft copy. Mark said give Barry email addresses so he can send out water mark drafts and include them on the website. Now that Allen understands the process he said he is fine with receiving it after board approval. Mark suggested we could get member input next meeting and finalize approval in October. Bruce suggested add line numbers to the document for ease of locating and discussing proposed changes. Hal was concerned that too much member input could extend the process.

Gary reminded everyone that the P & P revision, and the creation of an Employee Handbook was a recommendation from Deb Vincel, who incidentally is the Interim Executive Director of the ACM’s national office. Brian asked if Barry has a ACM meeting this summer. Barry confirmed he is to host a meeting with the northwest branch of the ACM soon.

We will issue the draft, discuss it next month and adopting the final copy in October. Mark suggested everybody read the bylaws to better understand the organization. Linda, Mark and Barry agreed not to put the draft on the website. Mark said to put an announcement on the website to come to KLTV to view the draft and email it to Bruce and Hal. Linda suggested only notifying the membership that they must come to the studio to view the draft. Mark agreed with that decision.

Allen voiced his views as for past agendas had not been dealt with, specifically the streaming issue. Mark voiced his anguish and said we streamed the NWAACC tournament. Linda noted NWAACC wouldn’t let us copy electronic programming so we couldn’t restream. Mark said we have been dealing with building remodeling and we will get to the streaming issue in due time.

Good of the Order

Mark said we are adjourned and thanked everyone for coming.

The meeting was ADJOURNED AT 6:25 PM  

Minutes Approved   ____/____/____ by KLTV Board ________________________________
                                          Date                                                       Secretary’s Signature